THESIS & DISSERTATION GUIDELINES

ATTENTION:
Effective for May 2010 theses and dissertations submissions, students will be required to submit their thesis or dissertation online through Stony Brook University's ProQuest/UMI ETD Administrator Site.  This site is now live, and new procedures on this can be found in the updated Guidelines below.  

Please review and follow the requirements set forth in the Guidelines below.

 
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Students should not password protect their files, as it will prevent the University Library from processing your thesis/dissertation correctly.  The Library will administer the appropriate security protections.

All SINC sites on campus are equipped with Adobe in order for students to convert their thesis/dissertation files to pdf. The SINC sites can also provide help with any technical issues students may encounter when preparing their thesis/dissertation.

If you are not using one of the templates, you may bring a "rough draft" to the Gradaute School for a format check with the file on your laptop or on a disc for us to review.  Please note that due to security concerns we are unable to review files on a jump/flash drive or external hard drive.  

It is your responsibility to secure any necessary co-authorship and/or copyright permissions. If you share authorship with anyone else for any part of your dissertation or thesis, you need to acquire his or her permission to include that content. If any content in your manuscript, including appendices, is already under another copyright, you need to acquire permission from the copyright holder to use that content. All such permissions must accompany your submission.  ProQuest/UMI may elect not to distribute your dissertation if, in its reasonable judgment, it believes all necessary rights of third parties have not been secured.

For more information, including a sample permission letter, please see Copyright Guide and Copyright Law and Graduate Research: New Media, New Rights, and Your New Dissertation (the sample permission letter is in Appendix A of this site).

Permission letters should be submitted in the Supplemental Files section of the submission process on the ProQuest/UMI ETD Administrator site.  

ELECTRONIC THESIS/DISSERTATION SUBMISSION_____
Masters Theses and Doctoral Dissertations should not be submitted unless they have been sucessfully defended.

NOTE:  The submission of your thesis or dissertation to the Stony Brook University-ProQuest/UMI ETD Administrator site will be required by 5:00pm New York EDT for the May and August deadlines, and by 5:00pm New York EST for the December deadline.

You are required to submit one electronic (digital) copy of the final version of your thesis or dissertation at the Stony Brook University-ProQuest/UMI ETD Administrator site.  Once you have logged in, just follow the instructions and steps on the site:

www.etdadmin.com/grad.sunysb

If you need  help using the ETD Administrator, contact Tech Support which can be found under Support and Training on the main ProQuest/UMI Administrator page.

After Submitting on the ProQuest/UMI ETD Administrator Site:
  • After you officially submit on the site, you will receive an email that the thesis or dissertation was sucessfully submitted.  
  • The Graduate School will also receive an email notification that you have submitted your thesis or dissertation.
  • Theses and dissertations are reviewed in the order they are received on the submission site.
  • Once the Graduate School is notified that you have submitted, the thesis or dissertation will be 'locked' to avoid any changes to the document during our review process.
  • After a thesis or dissertation has been submitted, no revisions may be made to the content of the document.  The only changes that are permitted are those related to format as directed by the Graduate School.
  • Following your submission, please allow three business days to receive a response from the Graduate School regarding the status of your thesis or dissertation.  All correspondence (notification of format revisions and acceptance) is handled via e-mail.
  • If corrections are requested for your thesis or dissertation, you will receive an e-mail with this information, and your submission will be unlocked to allow you to make the requested corrections. Be sure to use the "Revise" link in the upper right on the home page to submit a revised document.
  • If you plan to travel after your submission, please allow appropriate time in your schedule to respond to any corrections to your thesis or dissertation that may be requested.
  • Once your thesis ordissertation is accepted by the Graduate School, you will not be permitted to make any changes to the document, regardless of its nature.

SUPPORTING ITEMS (REQUIRED)_______________________
In addition to the electronic thesis or dissertation you are required to submit, you will also need to submit the items below. These items should be submitted as soon as possible after your thesis or dissertation has been approved by your committee. Failure to turn in these required items may result in a delay in your graduation.


Original Signature Page
The Original Signature page is the version that your committee actually signs.

  • Please note that the Original Signature page is not submitted via the online site.  The Original version needs to be submitted as a hard copy to the Graduate School.  
  • It is important that the Graduate School receives the Original Signature page prior to the thesis/dissertation deadline, as this is the main indicator that your thesis or dissertation has been approved by your committee.  
  • If your program is in possession of the Original Signature page, they must submit this page to the Graduate School by the posted thesis/dissertation deadline.  Exceptions to this will not be granted.
  • Note on Mailing of Original Signature page: If you will be mailing the Original Signature Page (the address is here: https://www.grad.stonybrook.edu/about/contact.shtml), be sure to use a courier that can track your package. If it is close to the submission deadline, be sure to use a courier such as FedEx or DHL, etc., as those couriers will deliver directly to the Graduate School. Items mailed using the US Postal Service (USPS) are not delivered directly to the Graduate School – they are delivered to the University’s Central Receiving Office first – which can cause the package to arrive at the Graduate School after the intended date of receipt.

Survey of Earned Doctorates (for doctoral students only)

  • Doctoral students are required to fill out the National Research Council’s Survey of Earned Doctorates. This is done online here: https://sed.norc.org/survey.
  • The Graduate School will be able to view which students have submitted this via an online interface.  We will also receive an email confirmation once a student completes the Survey.
  • Students do not need to provide any hard copies of this survey to the Graduate School.  

 THESIS / DISSERTATION DEADLINE AND SUBMISSION HOURS________
For the current thesis/dissertation deadline, service hours and related information, please see our FAQ page here: faq.shtml#deadlines